Rhode Island new hire reporting
Rhode Island New Hire Reporting Directory
14
calendar days
Deadline: Within 14 days of the effective date of employment or reinstatement (R.I. Gen. Laws §§ 15-24-2, 15-24-5); "days" means calendar days. Shorter than the federal 20 days.
Electronic filers may instead send twice-monthly transmissions 12–15 days apart.
What to report
7 federal data elements (every state)
- Employee name
- Employee address
- Employee Social Security number
- Date of hire (first day the employee performed services for pay)
- Employer name
- Employer address
- Employer FEIN (same FEIN used for quarterly wage reports)
Plus Rhode Island requires:
- Employee date of birth
- Dependent health insurance available? (yes/no)
- Date the employee qualifies for health insurance
- Employer address where income withholding orders should be sent
Only in some cases:
- State of hire (state where the employee works) — if reporting as a multistate employer
Optional (requested, not required):
- Employer contact name and phone number
How to file
Open RI reporting site ↗Methods: Online · File upload / FTP · Fax · Mail (W-4 copy; postmark counts)
- Phone
- 888-870-6461 (ext. 200)
- Fax
- 888-430-6907
- contact@ri-newhire.com
- Rhode Island New Hire Reporting Directory, P.O. Box 485, Norwell, MA 02061
Independent contractors
Contractors not reportedNot required.
Rehires & recalls
Report rehires separated for at least 60 consecutive days (R.I. Gen. Laws § 15-24-3).
Penalty
$20 per violation; $500 if the employer conspired with the employee to avoid reporting (R.I. Gen. Laws § 15-24-7)
- • R.I. law lists date of birth, dependent health coverage availability and the withholding-order address as report contents; the registry's web form marks some as optional.
- • R.I. law sets electronic transmissions 12–15 days apart (the registry page says 12–16). We use 15 days to be safe.